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Ten Tips for Donating a Computer

How to donate or recycle your used equipment

Jim Lynch and Ariel Gilbert-Knight - March 27, 2012
Your old computer might have some life left in it. But dropping it off at your favorite nonprofit, charity, or library might not be the best way to pass it on. Learn about the environmentally smartest options in this article.

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As companies, nonprofits, charities, libraries, and individuals find reasons to upgrade their computers, the problem of how to safely discard used equipment continues to grow.

There are many reasons to donate or recycle your used equipment:

75 percent of the fossil fuels and energy used by a computer are actually consumed during manufacturing. Extending the computer's lifespan through reuse means more return on that initial environmental cost.

Every computer dumped into a landfill represents a missed opportunity to provide technology and tools to individuals and organizations across the digital divide.

Even if a computer cannot be reused, recycling ensures that valuable raw materials are recovered from used computers and that any waste is disposed of in an environmentally sound fashion.

Unfortunately, according to the U.S. Environmental Protection Agency (EPA)'s Plug in to eCycling program, only 15 to 20 percent of computers and other electronic devices are being recycled in the United States (latest statistics are from 2007).

TechSoup has a long history of working with Microsoft, the U.S. EPA, the Electronics Takeback Coalition, and other organizations to improve the environment and bridge the digital divide by helping consumers properly donate or recycle computer equipment. We also have expertise in computer equipment refurbishing through our Refurbished Computer Initiative (RCI). It provides reliable, warrantied desktop and laptop computers to U.S. nonprofits and charities at the lowest possible cost.

Below are some tips for passing along your used but still useful equipment.

1. Determine if Your Old Computer Can Be Reused

If your computer is less than five years old, chances are it can be put to good use by someone else. Usually, the lifespan of a computer is seven to eight years. Extending the computer's lifespan through reuse provides the highest environmental benefit of all electronics disposal alternatives.

2. Consider Donating Newer Equipment to a Refurbisher

You may be tempted to donate equipment directly to a favorite local school or charity. However, keep in mind that most organizations have very specific technology needs. A donated computer might not be a good fit. Refurbishers are better equipped to repair and upgrade older computers. They will ensure that equipment works well and runs legal software copies and that any e-waste is disposed of properly. They will pass on ready-to-use equipment to those who need it, often at little or no cost to the recipient.

Refurbishers work with newer equipment that can run current software programs. Therefore, if your computer is more than five years old, it's better to send it to a recycler.

3. Recycle Older and Broken Hardware

Any equipment that is not working or is more than five years old should go to end-of-life recycling, meaning responsible destruction. A computer recycler is a business or organization that salvages useful computer parts before breaking down what's left, safely removing hazardous materials in the process. Note that some recyclers will charge a fee to accept old computer equipment, especially monitors.

4. Choose a Responsible Recycler

You've probably seen or heard horror stories about dangerous and irresponsible electronics recycling. However, there are certification programs for recyclers that can help you feel good about the recycler you choose.

Both the Responsible Recycling Practices (R2) and the e-Stewards® programs require recyclers to demonstrate that they meet specific standards for safe and responsible electronics recycling. They include environmental safety, worker health, and data security standards. You can learn more about certification programs at the EPA's Certification Programs for Electronics Recyclers page.

5. Contact the Refurbisher or Recycler Before Donating

Call the organization or check its website to ensure that it accepts the type of computer you plan to give away. Some refurbishing organizations, for example, will refuse anything older than a Pentium III. Many recycling and refurbishing organizations also have specific locations where equipment can be donated, while others have delivery instructions they expect donors to follow.

6. Remember the Software, Documentation, and Accessories

If you can, include the keyboard, mouse, printer, modem, packaged software, and any other accessories you have used with the computer. They can almost always be utilized by schools, nonprofits, charities, and most organizations only accept complete systems.

Also pass along the original disks, media, Certificate of Authenticity sticker, user manual, and other documentation that came with the equipment. Keeping the Certificate of Authenticity sticker (usually on the computer) intact is generally the most important thing to remember. This allows refurbishers to inexpensively re-license and reload Microsoft Windows and Office software on the donated machines.

7. If You Clear Your Computer of Personal Information Yourself, Use Disk-Cleaning Software

The best way to protect against any unauthorized use of personal information is to use a disk-cleaning tool that obliterates all data on the hard drive. "Personal information" includes your Internet browser's cache, cookies, history; your email contacts and messages; your documents; your recycle or trash folder; and all nontransferable software.

Free Windows Disk-Cleaning Software:

Macintosh Disk-Cleaning Software:

8. Keep a List of What You Donated for Your Records

Remember that tax season will always return — and you are likely eligible for a deduction if you donate to a nonprofit refurbisher or recycler. Most school or nonprofit refurbishers and recyclers can provide a tax receipt upon request. Business donors can deduct the un-depreciated value of the computer, and individuals can deduct the current market value of a computer. To determine the fair market value of a computer, use an evaluator tool like GadgetValue. For more information on tax laws related to computer donation, see Section 170 of the Federal Income Tax Code.